Order Desk Reference Manual Prophet 21 FASPAC 4.1

Transcription

1 Order Desk Reference Manual Prophet 21 FASPAC 4.1

2 Table of Contents INTRODUCTION 4 Entering Customer Information 5 Entering Inventory Item Information 6 Entering Non-Inventory Item Information 7 Entering Non-Stock Items 8 F8 - UM Conversion 12 Requisitions 14 Shipping Information 14 Recording a Deposit 14 Item Status Codes 15 Order Status Codes 15 Before You Begin 15 ORDER DESK PART INQUIRY (OD) 16 ORDER DESK CONFIRMATION 29 ORDER DETAIL CONFIRMATION 36 UPDATE REQUISITION/VENDOR QUOTE 39 Entry/Inquiry Screen 39 COMMIT TAGS TO QUOTES 41 Entry/Inquiry Screen 41 COMMIT TAGS TO ORDERS 43 Entry/Inquiry Screen 43

3 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at by entering a support case. Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Prophet 21 may make improvements and/or changes to the Licensed Software described in this publication at any time without notice. 5/26/04 Prophet 21 Faspac Version 4.1 The Prophet 21 system and Prophet 21 Faspacare trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies.

4 INTRODUCTION The Order Desk program (OD) is the entry point of customer quotes and orders. It is the first step in the Order Processing procedure. The Quote and Order Entry process begins by entering a customer quote. The system automatically assigns a unique number to each quote created. A customer quote is stored in the Quote File and can be immediately confirmed as an order or resumed at a later date for processing. A customer quote is available for processing until it is purged (OP/OPQ/POF). If SYS/WCS is flagged to allow it, a quote can be committed to a Tag directly from the Order Entry Screen. When a customer quote is confirmed as an order, the system automatically assigns a unique number to each order created and stores the order in the Open Order File. If the System Master file is flagged in SYS/OPS to do so, a requisition can be created at the time a customer quote is entered or at the time a customer order is confirmed. For additional information regarding requisitions, see the Purchasing section of the manual. Prior to confirming a quote as an order, it can be resumed and edited through either the Order Desk program or through the Customer Quote Maintenance program (OP/OPQ/QMA). For additional information regarding customer quotes, see the Order Processing Customer Quotes section of the manual. As part of the order confirmation process, shipping information is entered and some or all of the items included on the customer quote are included on the order. During the order confirmation process, item and note information can be edited. If the Tagging System is being used and the System Master file is flagged to commit Tag Records at the time of order entry, the Commit Tags to Order program is automatically accessed. A pick list can be printed through the Order Desk program immediately after confirming the customer order, or pick lists can be printed in batches through the Pick List Print programs (OP/OPL). Items can always be added to an order prior to a pick list being printed. If the System Master file is flagged in SYS/OPS to do so, items can be added to a customer order after a pick list has been printed. To add items to an order, the quote and order are resumed. The message DUP ADD ON prints on pick lists that have been printed after items have been added. It is important to take the original pick list out of circulation so that items are not double shipped. For detailed information regarding pick lists, see the Pick List section (OP/OPL) of the manual.

5 ENTERING CUSTOMER INFORMATION A customer is selected using the customer number, short name, or phone number. The F3 and F4 function keys are used to scroll through the Customer file. The CMD Window Lookup feature can also be used to select the customer. To enter a quote for an unspecified customer, zero can be entered as the customer. However, before the quote can be confirmed as an order, a valid customer number must be entered on the quote. Any quote can be copied to a specific customer through the Copy a Customer Quote program (OP/OPQ/QCPY), regardless of the status of each line. If the selected customer is flagged as on hold or to be purged (CP/MAI), a message displays at the bottom of the screen indicating that a quote cannot be entered. If the selected customer is flagged as suspended, a message displays at the bottom of the screen indicating that a quote can be entered and an order confirmed, but a pick list cannot be printed. If the selected customer is flagged as a prospect, a message displays at the bottom of screen indicating that a quote can be entered but an order cannot be confirmed. Once a customer is entered, the following information displays: credit limit, on order amount, outstanding accounts receivable amount, available credit amount, the Remark Code and Text from the Remark Code 1 field in the Customer Record (CP/MAI), and the Terms Code. If an order is to be confirmed, we recommend that you check the available credit amount to see that it is sufficient to cover the total order amount. If the available credit amount is less than the total order amount, it is not possible to confirm the complete order. You can want to speak with your credit department prior to confirming the order.

6 ENTERING INVENTORY ITEM INFORMATION An inventory item is entered using one of the following methods: Enter a FASPAC item number and press F1 to search the Item File based on the number entered Enter an item Description Code and press F1 to search the Item File based on the code entered Enter an item short name and press F2 to search the Item File based on the short name entered Enter! followed by a cross-reference item number and press F1 to search the Item File based on the cross-reference number entered If contract pricing is used, the following methods can be used in addition to those listed above: Enter # and a contract line number. Press F1 to search the Contract File for the item based on the contract number specified and the contract line number entered. and a contract item number. Press F1 to search the Contract File for the item based on the contract number specified and the contract item number entered. The F3 and F4 function keys can be used to search for an item by scrolling through the Inventory File. Scrolling is based on the method used to select the item (number, short name, etc.). The CMD Window Lookup feature can also be used to select an item. Pricing, stock, and cost information displays for each inventory item. The displayed pricing is based on a standard or customer specific Price Table, unless a contract is specified when entering the customer information. In this case, the pricing displayed is the contract pricing (CT/MAI). The on hand, committed, available, box, case, and bulk quantities in the Item Master Record (IM/MAI) display. The average and replacement costs, the weight per unit of measure, the unit of measure, and the ABC Code in the Item Master Record also display. If the Customer Record (CP/MAI) and the Item Master Record (IM/MAI) are flagged to save history, Customer Part History Records display under the Price and Disc fields. The last three purchase orders display directly above the customer credit limit amount; open purchase orders (Status 1 Tag Records) are highlighted. The F8 function key can be pressed while the cursor is at the Item field to suppress display of this information to speed the scrolling process. See the Inventory and the Contract section of the manual for detailed information regarding price tables and contract pricing. Pressing Return enters the displayed items as part of the customer quote/order. If the System Master file is flagged in SYS/OPS to do so, an Item Date Wanted must be entered. The quantity and selling price (including any discounts) is then entered. You can then correct the displayed item information and/or enter item notes. Note: At the Price field, you can press F9 to view the previously entered quotes for that item and customer. Item information can also be edited through the Customer Quote Maintenance program, as well as on the second Order Confirmation Screen. Stock is not committed until the inventory item is included on a confirmed customer order.

7 ENTERING NON-INVENTORY ITEM INFORMATION A non-inventory item is entered using an asterisk (*) followed by up to 29 alphanumeric characters. A description of up to 50 alphanumeric characters can be entered. The unit of measure must be entered for a non-inventory item. We recommend that the replacement cost be entered so that an accurate gross profit is calculated when invoicing occurs. (If the replacement cost is not entered, the default non-inventory multiplier in the System Master file is used to calculate the gross profit.) Because history records are not saved for non-inventory items, customer Part History Records and Purchase Order information do not display. If the System Master file is flagged in SYS/OPS to do so, an Item Date Wanted must be entered. The quantity and selling price (including any discounts) is then entered. You can then correct the displayed item information and/or enter item notes. Note: Item information can be edited through the Customer Quote Maintenance program as well as on the Order Confirmation Detail Screen. The following procedure can be used to enter a non-inventory item using an inventory item (without affecting the inventory item in any way): 1. Display the inventory item by entering the item number and pressing F1. 2. Press the Insert key. 3. Enter * as the first character; make changes to any other characters in the item number; press Return to enter the item. 4. Press Return to enter the description as displayed OR make changes to the displayed description and then press Return. 5. Enter the unit of measure and the replacement cost (optional). 6. Continue entering the item information.

8 ENTERING NON-STOCK ITEMS Non-stock processing allows you to enter non-stock items, which are typically special order items that you do not stock. Non-stock items are stored in the standard files and processed through the standard processes, so all sales and purchasing history are maintained. You can enter non-stock items in Order Desk when that item either: Does not exist in the Item Master file (im01), or Exists in the Item Master file, but does not exist in the current Warehouse Master file (im02). When you specify a non-stock item in Order Desk, you can quickly enter the minimum information for the Item Master record in a pop-up window and then continue with the line entry. Later, you can enter additional information for the item in Item Maintenance (IM/MAI). When non-stock items are added to the database, they are identified by an asterisk in the ABC code field. Caution! Any users entering orders will be able to add non-stock items, even if they do not have access to Item Maintenance. To use non-stock processing, the Non-Stock Processing flag must set to Y in Order Processing Specifications (OPS). The Inventory files are checked to see if any standard item records use * in the ABC Code fields. If they do, you will be asked to change the * to a different code. Refer to the System File Maintenance Reference Manual in Volume 5 for more information. Certain information is required when a non-stock item is entered: The Category code must have been defined in Category Maintenance (IM/CFM). The default code for the pricing table is NS, which may not be defined in Price Table Code (IM/IMP/CPT). If you want to use a pricing table for a non-stock item, the code must have been defined in Price Table Code. The NS code does not have to be defined to be accepted. The default ABC code for non-stock items is *. Therefore, standard items cannot use * as an ABC code. See Order Processing Specifications (OPS) in the System File Maintenance Reference Manual in Volume 5 for more information. Here is how non-stock processing works: 1. Enter a non-stock item number during order entry in Order Desk. Note: The part number must be either a nomenclature part or a slash (/) part. 2. The Non-Stock Processing flag in OPS is checked to be sure it is set to Y. 3. The Item Master and current Warehouse Master files are checked for the item number you entered.

9 If the item exists in both the Item Master and Warehouse Master files: Continue entering the order. If the item does not exist in the Item Master file: 1. When you enter the item number, the following prompt is displayed: Is this a non-stock item? 2. If you enter N, the following message is displayed: Invalid Part Number Or Function - SKIP When you press Skip, the cursor returns to the Item field where you can re-enter the item number. 3. If you enter Y, the NON-STOCK ITEM ENTRY pop-up window is displayed: 4. Enter the following information for the item. All fields except 7 repl cost, 8 vendor no., 9 list price, and 10 description require an entry. This is the same information you would have entered in Item Master Maintenance. Refer to the Inventory Maintenance Reference Manual in Volume 2 for more information about these fields. While you are entering the following information, you can use the Up and Down arrow keys to move through the fields and edit your entries, or press F5 to exit the window without saving changes. Press Return after you make an entry or to accept the default. a) In the 1 short name field, enter a short name for the item. b) In the 2 category field, enter a valid Category code from Category Maintenance (IM/CFM). You can press CMD+L to select from a list of valid Category codes. c) In the 3 sales u/m field, enter the unit of measure in which this item is sold. d) In the 4 pricing code field, the default is NS. If applicable, enter a valid code from Price Table Code (IM/IMP/CPT).

10 See Customer Price Table Maintenance (IM/IMP/CPT) in the Inventory Management Reference Manual in Volume 2 for more information about setting up Price Table codes. If you enter a code that has not been defined in Price Table Code (IM/IMP/CPT), the following error message is displayed: Price Code not set up SKIP Press Skip to go to the next field. e) In the 5 tax code? field, the default is N. Enter Y if this item is taxable. Refer to the Customer Processing Reference Manual in Volume 1 for more information about Tax codes. f) In the 6 traceable? field, enter Y if this is a traceable item, or N if it is not. g) In the 7 repl cost field, enter the cost of replacing the item ( ) or leave the field blank. h) In the 8 vendor number field, enter the number of the vendor supplying the item or leave the field blank. i) In the 9 list price field, enter the list price of the item or leave the field blank. j) If you are entering a nomenclature item, the 10 description field is skipped because it displays the description and cannot be changed. If you are entering a slash item, enter a description of the item in the 10 description field or leave the field blank. k) When finished, the cursor moves to the command line: Select 1-8, Continue? (Y/N) for a nomenclature item Select 1-9, Continue? (Y/N) for a slash item l) Enter a field number (1-8 or 1-9) if you want to change one or more fields. If you enter 9 to change a nomenclature item description, the following message is displayed: Nomenclature descriptions cannot be changed - SKIP Enter Y to save changes. The pop-up window is closed and the item is added to the Item Master file. Enter N to exit the pop-up window without saving the record. 5. Continue entering the rest of the order in Order Desk.

11 If the item exists in the Item Master file but not in the current Warehouse Master file: 1. When you enter the item number, the following prompt is displayed: Is this a non-stock item for this warehouse? 2. If you enter N, the cursor returns to the Item field and the following message is displayed on the right side of the screen: WAREHOUSE xx NOT IN USE FOR THIS ITEM Enter another item number. 3. If you enter Y, the item is added to the Warehouse Master file. 4. Continue entering the rest of the order. Record Defaults Non-stock item records are created with the information you entered here. The remaining fields in the records will have default values of 0 (zero) or spaces, except for the defaults in the following fields. Item Master file: ABC Code * Date Created today s date Last changed date today s date Last changed by user s sign on ID Seasonal flag N Warehouse Master file: Warehouse current Date created today s date ABC Code * Preset Minimum flag Y Traceable Item flag spaces Last Counted date today s date Save History flag Y Duration Kept 12 Record Limit 3

12 F8 - UM CONVERSION The UM Conversion feature allows you to sell an item using a different unit of measure than the UOM defined in IM/MAI. Many times customers want to order items in the quantity unit in which they stock the item. However, the UOM in which they stock the item may be different than the UOM in which you stock and sell the item. For example, you may stock an item in pieces, and a customer may want to purchase the item in pounds. From the Qty field, you can press F8 to access the UM Conversion Window and order the displayed item using a new quantity unit. Field ORDER U/M QTY CONVERSION Description The stocking unit of this item is displayed. To quote this item using a different unit, enter the new unit of measure in this field. Enter the quantity of this item you are quoting, using the new unit of measure. Using the conversion factor, the system calculates the ordered quantity (using the new UOM) and the stocked quantity (using the standard UOM) of the item quoted. The ordered quantity and UOM (if the Print UM field in SYS/OPS is set to Y) will be printed on the pick list. If tags are committed before running Pick List Print (OP/PLP), the quantity will be for the stocking UOM. The system calculates an approximate conversion factor using the figures entered in the Box Qty, Case Qty, Bulk Qty, Weight, and Pieces Per UM fields of the Item Master Record. You can accept this factor by pressing Return or enter another conversion factor. If this field is blank or the system is unable to calculate a figure, you must enter an approximate conversion factor of your own or enter the quantity for the stocking UOM (the system calculates the conversion factor). Warehouse personnel can change this figure later when the order is ready to be picked. Function Keys F1 F5 Returns you to the first field in this Window (Order UM). The system takes the last 2 fields entries (order quantity & conversion factor) and calculates the figure for the remaining field (in this case stock quantity). If they are not equal, the entries must be corrected. A message displays if there is a problem.

13 F6 Cancel the Ordered UM and quantity - this feature is sometimes used when your customer calls to order the item in LBS but you still want to print the order in PCS. This allows the system to calculate the number of pieces for you. Pressing F6 accepts the quantity in your stocking UM. F7 Inverts the new unit and the standard stocking unit, so that the conversion can be figured using the opposite unit. For example, if you are converting LB to PC the conversion displays as LB/PC and the factor displays accordingly. When you press F7, the conversion displays as PC/LB and the factor displays accordingly. If the UM Conversion has been used to enter an item using a new quantity unit, the item price displays according to the new unit. You can accept this price or press F8 to access the Price Conversion Window and calculate an item price using a sub-unit of the new unit. For example, if you have entered an item quantity in pounds (LB), you can quote the price of this item in LB or CW. Field Order Price STD Price U/M Description Press Skip to enter a new STD price (price per IM/MAI UM) Press Skip to enter the order price. The new unit of measure displays along with the new price. To quote the item using a sub-unit of the new unit, enter it in this field. For example, if the new unit is PC, you may want to quote the price in EA, C, M, or MM. Depending on your entry, the Ordered Price is recalculated. Function Keys The following function keys can be used from within the Price Conversion Window: F5 Accept Price F7 Invert Conv Factor Accept the new price. Inverts the new unit and the sub-unit, so that the conversion can be figured from the other unit. For example, if you want to order the item using CW, and you are converting the price from pounds (LB), the conversion is displayed as CW/LB. If F7 is pressed, the conversion displays as LB/CW and the factor displays accordingly.

14 REQUISITIONS If the System Master file is flagged in SYS/WPS to do so, requisitions can be created from a quote or order entered through the Order Desk program. Once customer and item information is entered and you exit without confirming an order (the quote is left as a quote), you may create a requisition when the order is confirmed. For detailed information regarding requisitions, see the Purchasing section of the manual. SHIPPING INFORMATION Shipping information is entered as part of confirming an order. Once the Ship To Address Code is entered, the following information is displayed based on the Ship To Record used: how the order is shipped, invoice and freight terms, and the customer purchase order number. Exception: If a contract is used, this information displays from the Contract File. Shipping information can be edited through the Order Expediting and the Shipping Confirmation programs (OE, OP/SHP/SC). RECORDING A DEPOSIT Although the Order Desk Confirmation Screen includes a deposit field, recording a deposit in this way reduces the sales total that appears on the Daily Invoice Register (AR/INP/IR) and is posted to all sales files and the General Ledger Interface File. We recommend that this field not be used and that a deposit be recorded using the following procedure: 1. Enter the quote/order and include a note line indicating the deposit amount. Note: This note line can be entered as the last note line for the last item. 2. Record the deposit through the Cash Receipts program (AR/CSH/CRE). A new record must be created; use a record number similar to the actual order number (example: If the order number is , the new record number could be PP). Do not use the actual order number. Doing so will cause an error during Invoice Calculation and Update. 3. Once the order has been invoiced, apply the deposit amount to the actual invoice using a Cash Receipts programs (AR/CRE or FCR), the Adjustment Entry program (AR/AE), or the Apply Debits To Credits program (AR/ACD).

15 ITEM STATUS CODES Item Status Codes are automatically assigned by the system. Valid Item Status Codes are: C CANCELED This item was canceled in the Order Confirmation Detail Screen and in not available for processing at a later date. H HELD This item was not confirmed on an order and is available for processing at a later date. O ORDERED This item was ordered in the Order Confirmation Detail Screen. Q CANCELED This item was canceled in the Order Quote Entry Screen and is not available for processing at a later date. ORDER STATUS CODES Order Status Codes are automatically assigned by the system. The following Order Status Codes can be assigned in the Order Desk program: C CREATED This order has been confirmed but a pick list has not yet been printed. N NEW This order did not complete the confirmation process; resume the order and take it through the confirmation process. P PRINTED A pick list has been printed for this order. As an order is processed, there are other valid Status Codes that the system can assign. For a complete list of Order Status Codes and their definitions, see the Order Expediting (OE) section of the manual. BEFORE YOU BEGIN The Order Processing Specifications program (SYS/OPS) and the Warehouse Control Specification program (SYS/WCS) are used to determine the operation of the Order Desk module. Read these sections of the manual and consult your FASPAC representative if you have questions. In order to enter a quote for a customer (with or without confirming an order), the customer must have a Customer Record. The Customer Maintenance program (CP/MAI) is used to create and edit Customer Records.

16 ORDER DESK PART INQUIRY (OD) Field Whse Description Enter the warehouse number in which to create/edit the quote. Note: If the company is defined with only one warehouse, that warehouse number is displayed. The cursor does not stop in this field and you cannot change the entry. Cust You can use the function keys or the CMD Window to access the list of valid customers. To use the CMD Window, press CMD+L. Use the arrow keys to scroll up and down the list or enter the first character of the customer name you wish to access. Press Return to accept the highlighted customer. When using the function keys to access a customer, you may search by customer number, short name, or phone number. When searching by customer name or number, enter only the first few characters of the short name or number and press the appropriate function key to access the list (F1 to access the list based on the number, F2 to access the list based on the short name). Use F3 to scroll forward and F4 to scroll backward, until you locate the desired customer. Note: F6-Notes may be displayed at the bottom of the screen, indicating that the customer has a note with a note type of SALES.

17 Press F6 to view the note. To enter a quote that is not customer specific, enter a 0 (zero) in this field. Note: If you are entering a quote that is not customer specific, a customer must be specified before the quote can be confirmed as an order. Error Messages: Customer Is A Prospect - Can Not Create Orders - SKIP Customer Set On Hold - Can Not Enter New Order - SKIP Customer Set To Be Purged - Can Not Enter New Order - SKIP Customer Suspended - Can Not Print Order, SKIP To Proceed, CMD To The customer selected is flagged in the Customer Master Record (CP/MAI) as being a prospect. A quote can be entered/edited for this customer but an order cannot be created (the Order The customer selected is flagged in the Customer Record (CP/MAI) as being on hold. Quotes and orders cannot be entered for this customer. The customer selected is flagged in the Customer Master Record (CP/MAI) to be purged. Orders cannot be entered for this customer. The customer selected is flagged in the Customer Master (CP/MAI) as being suspended. A quote and order can be entered for this customer, but a pick list cannot be printed.

18 Note: If Skip is pressed, the cursor moves to the Buyer field. If CMD is pressed, the cursor moves back to the Cust field. Invalid Entry, Function Or End Of File SKIP The wrong function key was pressed, an invalid customer name or number was entered, or the end of the file was reached while scrolling. Press Skip to acknowledge this message and begin again. Skip To Proceed This field displays only if you are entering a quote for a specific customer (zero was NOT entered in the Cust field). The purpose of this field is to give you an opportunity to check the value in the Available Credit field and the Invoice Terms displayed in the lower right corner. If either of these are unacceptable, you may wish to use the CMD Window to exit once the cursor is in the Buyer field. The entry in the Remark Code 1 field of the Customer Master Record (CP/MAI) also is displayed. Pricing To Be Taken From Contract No. Use Contract No. This field is displayed only if the Customer Master Record (CP/MAI) is flagged as using contract pricing and multiple contracts are not designated. Y Use the pricing from the displayed contract number for this quote. N Do not use the pricing from the displayed contract number for this quote. This field is displayed only if the Customer Master Record (CP/MAI) is flagged to use contract pricing and multiple contracts are designated. The default contract number is displayed. To accept this number, press Return. To not use contract pricing, leave this field blank and press Skip. To display the available contracts, press F1. To use all contracts for the specified customer, enter ALL and press Return. Note: This option is available only if the specified customer is flagged in the Customer Master Record (CP/MAI) as having multiple contracts. This option includes ZZZZZ contracts. Once an item is entered, the first valid contract found with this item on it is used (the search begins at contract 001 for each item). Error Messages: Contract Does Not Start Yet - SKIP The start date of the contract entered falls after the sign on date. Press Skip to acknowledge this message.

19 Enter a contract with a start date prior to or equal to the sign on date or exit this program and edit the Contract Header so it can be used. Contract Has Expired - SKIP The end date of the contract entered falls prior to the sign on date. Press Skip to acknowledge this message. Enter a contract that has not expired or exit this program and edit the Contract Header so it can be used. Contract Not For Warehouse Being Used - SKIP The contract number entered is not set up to be used in the specified warehouse. Press Skip to acknowledge this message. Enter a contract number for use in the specified warehouse or begin again starting at the Whse field. Contract Set To Be Purged - SKIP The contract specified is flagged to be deleted. Press Skip to acknowledge this message. Either enter an available contract or exit this program and edit the Contract Header so it can be used. No Contract Found - SKIP The contract specified is not in the Contract File. Press Skip to acknowledge this message. Enter an open contract or press Skip to not use contract pricing on this order. Buyer The name entered in the Bus Contact field of the Customer Master Record (CP/MAI) displays as the Buyer. You can accept this entry, delete it, or change it. Quote To enter a new customer quote, leave this field blank and press Return. The system assigns quote numbers sequentially. To resume an existing quote, enter the quote number. Note: The cursor moves to the Enter Order Number field. To view existing quotes, leave this field blank and press F1. This option takes you to the Customer Quotes Header screen. The quote number and date, status, buyer, order taker, order number, and contract number (if applicable) are displayed. You can view the quote detail (line item information) of a specific quote.

20 After you have finished, press CMD to return to the Order Desk screen. Error Messages: No Such Transaction - SKIP The quote number that you have requested to resume is not on file. Press Skip to acknowledge this message. Press F1 to display available quotes and either make a selection from the quotes displayed or enter a new quote. Quote is for Customer Warehouse SKIP to Reenter The quote number that you have requested to resume is in the Quote File for a customer and/or warehouse is different from the one specified. Press Skip to acknowledge this message and begin again. Enter Order Number or SKIP For a New One This field is displayed if an existing quote is resumed (a quote number is entered in the Enter Quote Number field). To enter a new customer order, leave this field blank and press Skip or Return. The system assigns order numbers sequentially (as with quote numbers). To add items to an existing order, enter the number in this field. Enter the order number without the leading zeroes and without the suffix (for example: order is entered as 890). Be sure to enter the correct order number or items could be added to the wrong order. Note: If the System Master file is flagged in SYS/OPS NOT to allow items to be added to printed orders, you will only be able to resume an existing order has NOT been printed. If SYS/OPS is set accordingly, you can resume backorders. Error Messages: Order Not Available Order Was Not Issued The order number that you have requested to The order number that you have requested to

21 new order. Order Was Not Issued for Warehouse SKIP The order number that you have requested to resume was entered for a warehouse different than the one in which you are currently working. Press Skip to acknowledge this message. Enter a different order number, create a new order, or begin again in the correct warehouse. No Such Order (SKIP) The order number that you have requested to be resumed is not in the Open Order File. Press Skip to acknowledge this message. Enter a different order number or create a new order. This Order Already Printed. Are You Adding More Items To The Order? This field is displayed only if an existing order number is entered in the Enter Order Number field AND the System Master file is flagged in SYS/OPS to allow items to be added to orders for which a pick list has been printed. Y Add more items to the order. N Do not add more items to the order. The cursor moves through the following fields if you are adding items to an existing order or if you are creating a NEW order. Item Enter the item number. Remember to begin a non-inventory item number with an asterisk (*), a cross-reference number with an exclamation mark (!), a contract part number and a contract line number with #. You can use the function keys or the CMD Window to access the list of valid items. To use the function keys, enter the first character of either the item number or the short name and press the appropriate function key. Once a valid item is displayed, press F3 to display the next item in the file, and F4 to display the previous item. To accept the displayed item, press Return. To access the list of valid items, by item number, short name, crossreference number, or description code, press CMD+L (lookup). Use the arrow keys to scroll up and down the list. To accept the highlighted item, press Return. The CAS Delivery-Point list box appears when you enter a part number for a CAS contract item. The list shows all occurrences of an item on a CAS contract. The Status field indicates if the contract item is Active, On Hold, or Discontinued at the delivery-point. A status of Effective: mm/dd/yy indicates that the item becomes effective in the future (after the current SON date). Enter the screen line number or scroll through the list to select a delivery-point. You can only select

22 Active records (those with a Status of spaces). To view the list of features available in this field, Press CMD+F (Function Help). Use the arrow key to scroll up and down the list. F1 Searches on item number F2 Search on item short name F3 Display next item F4 Display previous item F5 View possible substitutes for the displayed item. The Part Inquiry Alternate Screen is displayed. See the Part Inquiry section for detailed information. To exit the Part Inquiry Alternate Screen, press CMD or F3. F6 Access Customer Contract Detail Inquiry Screen. F7 Access Quote Maintenance Detail Screen, to view previously entered items on the existing quote. To exit the Quote Detail Screen, press CMD or F3. F8 Toggle between displaying and not displaying price tables part history and purchasing information. F9 Access Notes/Messages program F12 Display warehouse history F13 Toggle between PO and warehouse In Transit Warehouse. Error Messages: End of Contract File SKIP While scrolling through the Contract Item File, the first/last record has been reached. Press Skip to acknowledge this message and begin again. End of Item File SKIP While scrolling through the Item File, the first/last record was reached. Press Skip to acknowledge this message and begin again. Invalid Part Number or Function - SKIP Either an invalid part number was entered or the wrong function key was pressed. Press Skip to acknowledge this message and

23 Warehouse Not In Use For This Item The item selected does not have an Item Warehouse Record (IM/MAI, 2nd screen) and is considered not active in the specified warehouse. Either select a different item or use the CMD Window Backup function to change the Ship From warehouse (Whse field). The CMD Window Lookup function can be used to access Item Maintenance and create the necessary Item Warehouse Record. UM Enter the unit of measure. You can enter a UM known by the system (M, BX, CA, etc.) or any other UM. The system calculates unknown UOMs as if EA was entered. An entry must be made if a non-inventory item (*item) is entered. Repl Cost If the entry in this field is left at.00, the cost is calculated for the sales reports using the selling price and the non-inventory multiplier in the System Master file. When the order is invoiced, the cost may be changed in Shipping Confirmation. The sign on date displays This field is not labeled. If the System Master file is flagged in SYS/IMS to do so, the system requires a Date Wanted be entered for this item. An entry can be made only if a non-inventory item (*item) is entered. Qty Enter the quantity of the item being ordered/quoted. If you want to order this item in a different quantity unit than it is stocked in, press F8 for the UM Conversion. See the introduction to Order Desk for a detailed description on how to use the UM Conversion. When adding a new item to a quote, you may Skip at the quantity field to exit this record and reenter another item. This item has not been updated to the quote file. Note: If a minimum line amount is specified in SYS/WCS and if this line s extension is less than the minimum line amount, a message displays indicating so. Processing of the line continues. If SYS/WCS is set to allow quotes to be committed to Tags, the Commit Tags screen will display once a quantity is entered in this field. You can then commit this order or part of the order to a Tag. If the entire quantity is NOT committed, a message will display on the bottom of the screen. For a detailed description of the Commit Tags To Quotes Screen, see Committing Tags To Quotes later in this chapter. Note: If this quote is not immediately turned into an order and SYS/WCS is flagged to un-commit quotes not ordered, the committed quantities will be uncommitted once you exit from this quote.

24 Price If the item is a standard inventory item, the price displayed is takes from the Price Table, based on the quantity entered. If the item is from a contract, the contract price is displayed. You can accept this price or change it. If the UM Conversion feature was used in the Qty field to order the item using a different unit, the price displays for the new unit. If you entered the quantity of the item in a new unit (using F8), and you want to enter the price in a sub-unit of the new unit, press F8 to use the UM Conversion. See the Introduction to Order Desk for a detailed explanation on how to use the UM Conversion feature. If you are placing an order/quote for an item that has previously been quoted and is still in the system, F9 displays on the bottom of the screen. Pressing F9 allows you to view the previous quote number and date, expiration date, quantity, price, cost, UM, and the quote status. This feature is often used to verify the price previously quoted for the displayed item. Disc Enter any applicable discount ( ). Whether or not a discount must be entered with a minus sign is determined by the flag in the System Master file. Error Message: Gross Profit Too Low - Exception Report Will Be Created - SKIP To Continue The net selling price (including discount) produces a gross profit percentage less than the acceptable gross profit percentage listed in the System Master file. Press Skip to acknowledge this message. The selling price and/or discount can be changed.

25 SELECT 1 Accept the item information as entered and display the Quote/Order options menu. 2 Cancel the displayed item information (the item is labeled as Quoted and is unavailable for Order Confirmation). 3 Change the displayed Item Date Wanted and/or the Quantity. If the System Master file is flagged in SYS/OPS to use the Item Date Wanted option, the cursor moves to the Item Date Wanted field and then to the Qty field, otherwise, the cursor moves to the Qty field only. 4 Change the displayed value in the Price field. 5 Change the displayed value in the Disc field 6 For an inventory item: display possible substitutes for the displayed item (the Part Inquiry Alternate Screen displays). For a non-inventory item (*item): return the cursor to the Item field so that the part number can be changed. Error Message: Exceed Customer Credit. Do You Wish To Continue? Message displays when select to hold for processing and this lines extension and all other extended lines on this quote now exceeds this customer s available credit. Y Continue entering this quote. This message will not repeat for any following entries on this quote. N To cancel the item or to exit (Returns to Select.) This message also appears if applicable, if a quote is resumed, it then displays after the quote number is entered. The following fields are displayed when option 1 is selected only if the System Master file is flagged in SYS/OPS to enter Quote Effective and Delivery Dates. Enter Effective Days Delivery Date Once this entry is made, it cannot be changed through this program. It can only be edited in Customer Quote Maintenance (OP/OPQ/QMA). The entry made for the previous items display and can be accepted or changed. To record as on hand/immediate availability, enter STOCK and press Return. To record as available on a specific date, enter a date in a valid format and press Return. To record the delivery date as a range of weeks, enter a range of single or double digit numbers. For example: an entry of 3-4 = 3 to 4 weeks.

26 OK? This field refers only to the Delivery Date field. Y Cursor moves to the Quote/Order Option menu. N Cursor moves to the Delivery Date field. After the item information is accepted (1 entered in Select field), the following options are displayed. SELECT A - Add This New Line Item Adds the displayed item to the quote/order and displays the next set of options. C - Change Existing Line No. This option allows you to replace a previously entered item with the item currently displayed on the screen. After C is pressed, you must specify the line number to be replaced. I - Insert After Which Line This option allows you to insert the displayed item after a previously entered item. For example, if the displayed item should be line 1 (to match the customer s P.O.), but you have already entered an item that is currently on line 1, press I. You are then asked for the line number to insert this item after. To make this item appear on line 1, insert it after line 0. Note: If you resume a quote and order number, and add, change, or insert an item, only the lines on the quote are resequenced, not the lines on the order. In other words, if an order number has already been created, the order will not be resequenced; any new lines will follow the existing lines on the order. N - Next Item Accept the item information as displayed and move the cursor to the Item field so that another item can be entered on this quote/order. O - Order Confirmation Creates an order from some or all of the items entered on the quote. The Order Desk Header Confirmation Screen is accessed. If zero was entered, the cursor moves to the Cust and Buyer fields and then returns to the SELECT field. R - Recurring Item You can define an item as recurring if field 15 Include Non- Recurring History in SYS/IMS is set to Y. N - Non-recurring item You can define an item as non-recurring if field 15 Include Non-Recurring History in SYS/IMS is set to Y. E Exits the quote. The cursor returns to the Cust field. I Insert individual notes (up to 9 note lines may be entered for each item). C Insert continuous notes. The Notes/Messages screen is accessed. Note: If you are trying to create an order (option O) and the total order amount is less than the minimum order amount specified in SYS/WCS or CP/MAI, a message displays indicating the amount by which the order is below the minimum. You have the option of continuing or not. The minimum order amount set in CP/MAI overrides the minimum order amount specified in SYS/WCS.

27 Do You Want To Create A Requisition For This Quote? This field is displayed only if Option O or E is selected and the System Master file is flagged in SYS/WCS to create requisitions in Order Desk. If a requisition is created and note lines are added to this quote/order, the item note lines can be flagged to be transferred to a purchase order if one is later created from the requisition. Note: If you create a requisition at this time, the Update Requisition/Vendor Quote screen is automatically accessed after Order Confirmation. Do You Want To Print This Quote? This question is displayed after you enter at least one line item on the quote and enter O for Order Confirmation or E for Exit. Y Display the Print Customer Quote Selection screen and print the quote. N Do not print the quote. Note: Field 24 in the second screen of Order Processing Specifications (SYS/OPS) must be set to Y for this question to be displayed. Created Requisition No. This field is displayed only if the Create A Requisition option is selected. You can want to write down the requisition number displayed. Press Return to accept the displayed number and access In Transit Confirmation. The following fields are updated by the system and cannot be modified. All of the fields are displayed on the Order Quote Entry screen. Credit Held Salesman Limit On Order A/R Available On Hand Committed Available The Credit Code and description, taken from the Customer Master Record. The total value of the quote at this point. The Salesman Code from the Customer Master Record. The credit limit from the Customer Master Record or the Contract Record, if applicable. The total value of open orders not yet invoiced. The total value of unpaid invoices. The available credit (the limit value, less the on order value, less the AR value). The total quantity of all Status 2 Tag Records for this item in the specified warehouse. This figure is from the Item Master Record. The total quantity committed to customer orders, warehouse transfers, and work in process orders. This figure is from the Item Master Record. The value equal to the on hand quantity, less the committed quantity. This figure is from the Item Master Record.

28 Avg Cost Repl Cost List Price The warehouse average cost (per UM), from the Item Master Record. The replacement cost (per UM), from the Item Master Record. The list price (per UM), from the Item Master Record. If the List Price for any item is , then the weight from the Item Master Record is displayed instead. UM ABC Box Case Bulk Ext. Value Margin Value The UOM in which this item is stocked, from the Item Master Record. The warehouse ABC Code. If a warehouse ABC Code does not exist, the corporate ABC Code is displayed. If a corporate ABC Code does not exist, this field is left blank. The item s box quantity, from the Item Master Record. The item s case quantity, from the Item Master Record. The item s bulk or keg quantity, from the Item Master Record. The extended value of the item. The margin value of the item, calculated from the displayed cost/price. % The gross profit percent of this item. Ext. Wt. The extended weight of the item, calculated from the displayed weight.

29 ORDER DESK CONFIRMATION Field Ship To Acct Description This field defaults to the Ship-To address set up in the Customer Master Record (CP/MAI). You can accept this address by pressing Return or enter another valid Ship-To Code. The function keys or the CMD Window may be used to access the list of valid Ship-To addresses for this customer. To access a valid Ship-To using the function keys, enter the first character of a known Ship-To and press F1. Once a valid Ship-To is displayed, press F3 to display the next valid address. To accept the displayed code, press Return. To access the list Ship-To Codes using the CMD Window, press CMD and L (lookup). Use the arrow keys to move up and down the list. Press Return to accept the highlighted Ship-To.

30 Operator This field is available only if the System Master file is flagged in SYS/OPS to ask for order takers initials. This field uses the default sign on ID. You can accept these initials by pressing Return or enter another operator. The entry must be a valid code from System Code Maintenance (SYCD) - Record Type IT. Exempt ID This field is available only if the order is for a 9999X Miscellaneous Customer. If the customer is taxable, leave this field blank and press Return. If the customer is non-taxable, enter one of the following categories exactly as shown: EXPORT GVT NON-PROFIT OUT-OF-STATE IND-PROCESS If any other entry is made in this field, the customer is still considered nontaxable, however, the customer s sales are recorded under the category RESALE. These categories not only to distinguish a customer as non-taxable, they also affect the Accounts Receivable Invoice Register (AR/INP/IR). In many reports, sales totals are calculated according to these categories, so it is important that each customer be classified under the appropriate category (if non-taxable). Date Wanted Ship Via FOB Inv Terms If the System Master file is flagged in SYS/OPS to use a real date, the sign on date is displayed. If the System Master file is not flagged in SYS/OPS to use a real date and is not flagged to enter the Date Wanted as a real date, ASAP is displayed. The System Code and description display from the Contract Record if a contract is being used. If contract pricing is not being used, the information displayed is from the Ship To Record. The System Code and description display from the Contract Record if a contract is being used. If contract pricing is not being used, the information displayed is from the Ship To Record. The System Code and description are displayed from the Contract Record if a contract is being used. If contract pricing is not being used, the information displayed is from the Ship To Record. If the System Master file is flagged in SYS/OPS to use Terms Codes, the entry in this field must be a valid System Code, Record Type TC. If the System Master file is flagged in SYS/OPS to use Text, the entry in this field can be up to 15 alphanumeric characters.

31 To use the Special Terms option, enter * followed by up to 15 alphanumeric characters of description. At the bottom of the screen, you will be asked for Due Date and Percentage three times. The percentages must total 100%. Three accounts receivable invoices will be created for the three due dates. For example: st due date 23801A00 2nd due date 23801B00 3rd due date These invoices can be displayed in the Accounts Receivable Inquiry (AR/INQ) program. Refer to the Accounts Receivable manual in Volume 5. Note: The * option is available only if field 12, Enter Term Codes or Text in the Order Processing Specifications (SYS/OPS) program is set to C. Frt Terms The System Code and description display from the Contract Record if a contract is being used. If contract pricing is not being used, the information displayed is from the Ship To Record. This entry must be a valid Freight Terms Code from System Code Maintenance (SYCD) - Record Type FR. P.O. No. If the Customer Master Record (CP/MAI) is flagged to require a purchase order, an entry must be made in this field. If the Customer Record is flagged to require a unique purchase order number, an entry must be made in this field and this entry must not be the same as any open order or invoice. If contract pricing is used and the contract contains a purchase order number, that purchase order number is displayed. If contract pricing is not used and the Customer Record contains a purchase order number, that purchase order number is displayed. Error Message: Duplicate PO Exists On Order XXXXX-XX SKIP To Reenter The Customer Master Record (CP/MAI) is flagged to require a unique purchase order number for each order and the purchase order number entered was found on an open order or invoice. Press Skip to acknowledge the message. Enter a unique purchase order. The following fields can be accessed by entering 1 in the Select field. If a 9999X Miscellaneous customer is used, the Bill To information displays; for all other customers, the information displayed is based on the Ship To Record. All of these fields are optional, EXCEPT the State field. Ship To Enter the ship-to location.

32 Address (4 lines) Enter the address of the ship-to location. Note: Only lines 1 and 2 print. Lines 3 and 4 are for internal reference only. Error Message: End of Ship To Locations - SKIP The end of the Ship To File was reached while scrolling. Press Skip to acknowledge this message and begin again. City State Enter the city. This entry must be a valid State Code from System Code Maintenance (SYCD) - Record Type ST. A valid entry must be made in this field. Note: Taxes are calculated based on the entry in this field. Zip Phone County Enter the zip code. Enter the phone number. Enter a valid county code from System Code Maintenance (SYCD) - Record Type CO. Note: Taxes are calculated based on the entry in this field. City Enter a valid city code from System Code Maintenance (SYCD) - Record Type CI. Note: Taxes are calculated based on the entry in this field. Country Enter a valid country code from System Code Maintenance (SYCD) - Record Type CT.

33 Drop Ship This field is available only if SYS/WCS is flagged to create Drop Shipments in OD. Y This order is a drop shipment. The following lines print in the header of the pick list (original order and back orders): *** Drop Ship Order*** Shipped Direct From: Date: Via: Freight Charge: N This is NOT a drop shipment order. The order is processed as before. Note: If a purchase order is created through the Create Preliminary Purchase Orders program (PO/CPP) based on a requisition created for an order flagged as a drop shipment, the purchase order is created with the same ship to address as the drop shipment order. The following fields can be accessed by entering 2 in the Select field. Date Wanted Ship Via FOB Inv Terms Frt Terms Deposit Amt These fields are explained on pages 24 and 25. The amount ( ) entered in this field is not included on any report until the order is invoiced. At that time it is included on the Invoice and the Daily Invoice Register (AR/INP/IR). The balance due (invoice total less the deposit amount) is updated to the Accounts Receivable File (AR/ATB). P.O. No. This field is explained on page 35. The following fields can be accessed by entering 3 at the Select field. Import Items This field refers to the Import Items message/note that can be created through the MSGS program. If not found, a default message is printed. Y Include Import Items Message N Do not include Import Items Message Print Acknwlgmnt Allow B/Ords Y An order acknowledgment will automatically be printed in Order Acknowledgment Print (OP/ACK) when you finish entering the order. N To print an order acknowledgment, you will have to run Order Acknowledgment Print (OP/ACK) at a later time and enter the order number. The entry in the Customer Master Record (CP/MAI) displays in this field. You can accept the entry or change it.

34 Salesman One If contract pricing is used, the default entry from the Contract Record is displayed. If contract pricing is NOT used, the default entry from the Ship To Record is displayed. Error Message: Enter Salesman Code or H For House Account The Salesman Code entered is invalid. Either enter a valid Salesman Code or enter H to use the House Account. Salesman Two If contract pricing is used, the default entry from the Contract Record is displayed. If contract pricing is NOT used, the default entry from the Ship To Record is displayed. Error Message: Enter Salesman Code or H For House Account The Salesman Code entered is invalid. Either enter a valid Salesman Code or enter H to use the House Account.

35 SELECT 1 Allows you to modify the fields in section 1 of this screen. 2 Allows you to modify the fields in section 2 of this screen. 3 Allows you to modify the fields in section 3 of this screen. G-Go Accepts the information as displayed on the screen and moves to the next Order Detail Confirmation screen. R-Restart Returns the cursor to the Ship To Acct No. field to begin Order Header Confirmation again. T-Order Totals Allows you to add Miscellaneous Charges, Freight charges, or Cost charges to the order. If you are adding a Miscellaneous Charge, Freight Charge, or Cost that has been set up as a System Code (SYCD), enter the code in the appropriate field. S-Ship To Returns the cursor to the Ship To field so the Ship To can be reentered. Once this field is changed, the cursor returns to the SELECT prompt; it does not move through each field on the screen again. F1 Enter General Remarks to be printed on an invoice, pick list, or warehouse transfer. A REMARKS field is displayed, as shown in the this example: The following prompt is displayed after you finish entering remarks: Enter note type (I)nvoice, (P)icking note or (W)arehouse: Enter I, P, or W. Note: You can enter zero (0) in this field only if the order is for a 9999X Miscellaneous Customer.